Administrative Assistant II

Sonoma County Indian Health Project•Santa Rosa, CA

21d•Onsite

About The Position

Under the general supervision of the Chief Operations Officer (COO), the Administrative Assistant II (AA II) provides a broad variety of clerical and administrative tasks. This includes managing an active calendar of appointments, composing and preparing correspondence, and taking minutes that may be confidential. The role also involves arranging detailed travel plans, meetings, and conference calls, as well as compiling documents, itineraries, and agendas. The AA II provides support to the administrative department and Board of Directors as needed. Key responsibilities include developing and maintaining an accurate calendar, official board and administrative records, documents, and files, and participating in or coordinating special projects and events as assigned.

Requirements

Associate’s degree (A.A) or a Business School Secretarial Certificate.
Three to five years’ experience, or equivalent combination of education and experience.
Must maintain a valid, unrestricted California Driver’s license.
Ability to be insurable under SCIHP’s automobile insurance and meet insurance requirements regarding driver record to utilize GSA vehicles.
Possess current CPR certification.
Ability to effectively present information and respond to questions from Board of Directors, managers, clients, customers, and the public.
Excellent verbal and written communication skills.
Strong working knowledge of Microsoft office suite.
Must maintain discretion, confidentiality, commitment to excellence, and high standards.
Strong organizational, problem-solving, and analytical skills.
Ability to manage and prioritize workflow.
Strong interpersonal skills.
Ability to understand and follow written and verbal instructions.
Ability to work independently and as a member of various teams and committees.
Versatility, flexibility, and a willingness to work within constantly changing priorities with enthusiasm.
Acute attention to detail.
Demonstrated ability to plan and organize projects.
Ability to multitask and prioritize daily workload.
Must be able to work flexible hours.
All employees must be sensitive to the needs of the Native American community, demonstrate a deep understanding and respect for the diverse cultural heritage, traditions, and historical context of the Native American community.

Responsibilities

Screening telephone calls, correspondences, and appointment requests for the COO.
Greeting visitors and serving as primary back up to the HR, Compliance, Quality Improvement, IT, HIM / PRC departments.
Coordinating and organizing the SCIHP calendar schedule, department meetings, and conferences, including venue bookings, catering requirements, and coordinating room setup with maintenance and IT for audio-visual equipment/support.
Taking minutes for meetings, distributing agendas, and other meeting materials.
Organizing and maintaining COO and Administration department documents, records, and reports.
Cross-functional collaboration with multiple departments to provide administrative support by coordinating information, assisting with interdepartmental projects, and ensuring timely communication and document preparation across teams.
Coordinating and preparing travel arrangements, including making hotel accommodations, land/air transportation, and completing travel order forms for the COO and others.
Maintaining an accurate expense report and processing invoices in a timely manner, ensuring correct account codes and required signatures.
Performing general office duties, such as ordering supplies, maintaining adequate supplies in the copy room, ensuring the room is kept neat and orderly, maintaining accurate records/files, composing, typing, and distributing correspondence and memos, emails, filing, photocopying, scanning, and faxing.
Creating and maintaining a filing system(s), including electronic files.
Completing or assisting in the planning, coordination of conferences, workshops, and other functions.
Formatting and compiling proposals.
Coordinating meetings and collecting input from stakeholders.
Tracking deadlines, timelines, and deliverables.
Gathering basic data or research (non-analytical).
Preparing draft documents using provided content.
Maintaining files and reports.
Welcoming on-site visitors, determining the nature of business, and announcing visitors to appropriate personnel.
Monitoring visitor access.
Going to the post office and picking up mail daily.
Receiving, sorting, and routing mail, and maintaining and routing publications daily.
Creating engaging and visually appealing flyers, newsletters, social media posts, and posters to communicate information and promote departmental events, ensuring consistency with the organization's brand guidelines and standards.
Coordinating headshot photos of new hires and writing new provider biographies.
Creating and updating website content in collaboration with a consultant.
Collaborating between external vendors and internal departments to ensure the successful execution of health fairs and community events.
Overseeing the room reservation calendar, liaising with individuals seeking room reservations, ensuring proper documentation and access arrangements are coordinated, and managing reservations to prevent calendar conflicts.
Performing additional duties as assigned.
Scheduling and arranging meeting space for Board of Directors meetings, committees, or special meetings.
Ordering and preparing refreshments and meals for all bi-monthly Board meetings, committees, or special meetings.
Preparing, publishing, and posting agendas (with approval from COO and/or CEO), meeting notices, and other related materials; assembling Board packets.
Preparing and disseminating all documents for Board Meetings in a timely manner; posting monthly board minutes; scanning and maintaining an accurate file of the monthly board meeting minutes and attachments.
Maintaining current and accurate board mailing/contact information, current delegates, and certifications, including onboarding of new board members.
Coordinating and preparing travel arrangements for the Board of Directors.
Serving as contact and source of information for the Board of Directors.
Updating Board of Directors binders, as needed; maintaining adequate office supplies in the boardroom, ordering plates and cutlery for board refreshments, etc.